What Policies Apply to Youth Activities and Programs?

Youth Activities, Pre-Collegiate Programs and Camps (YAP)

Generally, all organized programs for youth enrichment fall under the Youth Activities and Pre-Collegiate Programs Policy. Less formal activities for youth involving more than one day are also subject to the Youth Activities and Pre-Collegiate Programs Policy.

Children in the Workplace Policy (CIW)

Informal one-day activities, such as a job shadow, tutoring or similar activities are exempt from the Youth Activities Pre-Collegiate Programs Policy, but covered by the Children in the Workplace Policy.

Reporting Responsibility - Violations

University employees by policy are obligated to report physical and sexual child abuse in accordance with the university’s Reporting Responsibility Policy.  Also see, Employee Guidance on Child Abuse Reporting.

Discrimination and Harassment

Departments/units may not discriminate in selecting or terminating volunteers based on race, color, age, religion, national origin, sexual orientation, gender identity, genetic information, marital status, disability, status as a U.S. veteran or other legally protected groups.

Facilities and Grounds Use, Activities

Third-Party programs must contract with ISU Conference Planning and Management or department/units who have official authorization to contract for use of University facilities for youth programs  (contact University Counsel  regarding contracting authority at ISU). The ISU authorized department will complete the Third Party Registration form and submit it to the Office of Risk Management.  A facility use agreement with a premise use youth program addendum must also be completed.  Call the Office of Risk Management if assistance is needed.

    Violence Free University

    As part of the university community, all students, employees, and visitors are responsible for reporting violence or abuse they experience or witness.

    Students, employees, and visitors should address emergencies by calling 911, whether they are on central campus or on other university property.

    For all other non-emergency concerns of violence and abuse, the students, employees, and visitors should notify the Iowa State University Police Division at 294-4428. The Iowa State University Police Division is the central location for tracking concerns of violence and abuse. It is important that the Police Division is made aware of concerns of violence even if they occur on property outside of central campus.

    Consistent with Iowa Code §262.9(36), university employees who in the course of employment receive information related to suspected physical or sexual abuse of children must immediately report such information to the Iowa State University Police. University employees who are mandatory reporters of all forms of child abuse (not just physical or sexual abuse) under state law also must fulfill their statutory obligation to report to the Department of Human Services as provided by Iowa Code §232.67-70. University employees, students and visitors who are not mandatory reporters are also strongly encouraged to report all forms of child abuse directly to the Department of Human Services as provided under Iowa Code §232.67-70.

    Also see, Procedures for Supporting a Violence-Free University.

    Volunteers

    Volunteer service opportunities may be classified as higher risk due to potential liability issues. These services may include criteria that require review by other departments (such as Environmental Health and Safety, Office for Responsible Research, University Counsel, etc.). Volunteer Services that involve access to minors or vulnerable populations (such as daycare; youth activities, pre-collegiate programs or camps, etc.) meet the criteria to be classified as higher risk.

    Special considerations when volunteers are under age 18

    Special considerations apply when a department/unit engages volunteers who are youth under the age of 18. Volunteers who are 15 through 17 years of age must provide a signed parental consent form prior to performing any volunteer services. Volunteers who are under the age of 15 may volunteer under the supervision of their parent or guardian and must have a parental consent agreement signed by their parent or guardian.

    The charts below show which activities and programs are:

    • Exempt from the above policies
    • Covered by the Children in the Workplace Policy
    • Covered by the Youth Activities and Pre-Collegiate Programs Policy

    EXAMPLES OF ACTIVITIES EXEMPT FROM BOTH YOUTH ACTIVITIES POLICY AND CHILDREN IN THE WORKPLACE POLICY

    1. Regularly enrolled ISU student under the age of 18 engaged in an ISU course(s)
    2. Academic curriculum activities that include ISU student interaction with youth (e.g. Laboratory pre-school and School of Education activities, these programs are responsible for completeing background checks for anyone interacting with youth for their programs)
    3. Youth involved as research subjects. Such activities are subject to human subjects protocols instead. (Note: Persons working with children in a research program must complete a background check.)
    4. An individual or group visit which is not intiated or supervised by ISU faculty or staff (e.g. public school teacher brings students to Parks Library to learn about research libraries. The teacher remains with the students.)
    5. Performance or events open to the general public ( e.g. A child under 18 attends a University publicly advertised concert or athletic event with or without parents. This University activity is not specifically offered for children)

    EXAMPLES OF ACTIVITIES COVERED BY CHILDREN IN THE WORKPLACE POLICY
    Questions regarding Children in the Workplace Policy should be directed to Environmental Health and Safety

    1. Middle or high school student does a one-day job shadow with faculty member. Requires department chair or unit director approval, written parental consent agreement*, background check for youth supervisor and if the student will enter a hazardous area (lab), safety protocol review by Environmental Health and Safety.
    2. Middle or high school student working in laboratory with faculty member for one afternoon. Same requirements as in 1 immediately above. Requires department chair or unit director approval, written parental consent agreement*, background check for youth supervisor and if the student will enter a hazardous area (lab), safety protocol review by Environmental Health and Safety.
    3. Faculty member offering private music lessons or graduate student offering tutoring for more than one day. Requires department chair or unit director approval, written parental consent agreement*, background check for youth supervisor and make efforts to mitigate one on one contact (e.g. leave door open).

    4. An employee's child care arrangement is temporarily disrupted and needs to bring child in after school for a short period of time.

    *Parental consent agreement is acquired through the Office of RIsk Management

    Requires written permission of department chair or unit director. 

     

     

    EXAMPLES OF ACTIVITIES COVERED BY YOUTH ACTIVITIES POLICY
    University Sponsored , University Endorsed  

    1. Organized programs specifically offered to youth, including programs offered by student organizations. These programs covered by Youth Activities Policy and require:
    • Approval by Department Chair or Unit Head and Dean or VP
    • Responsible program leader who must be faculty or P&S staff
    • Background screening of all program staff and volunteers
    • Management of supervisory ratios, limit 1 on 1 interactions
    • Staff Orientation and Training (including training related to preventing child abuse and ISU's policy on Reporting Responsibility - Violations )
    • Completed Participation and Parental Permission Agreement and medical authorizations
    • First aid protocols; and related safety training
    • Adherence to university financial policies
    2. Middle or high school student working in laboratory with faculty member for more than one day.
    3. University sponsored events coordinated with an outside party, but for which University assumes responsibility such as a youth dance or music program.

    Third Party 

    4. A youth program operated by an individual, organization or entity that is external to Iowa State University. The university leases facilities/premises to the third party and may offer other services for payment, but is not involved in program operations

     

    Contract with ISU entities authorized to enter into contracts using the Third Party Youth Programs contract addendum. (University Counsel keeps contract authorization permission on file at their office)  Proof of insurance must be verified by the Office of Risk Management.